Court and Client Representative

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Consider this challenging opportunity working for the Ministry of the Attorney General in the (Superior and/or Ontario) Court of Justice as a Court and Client Representative in where you will provide technical guidance, information and support for the provision of an accessible, fair, timely and effective justice service to the public and justice participants.

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About the job

You will provide court support functions (pre-court, in-session and post-court) by:

• ensuring all pre-court work is conducted prior to each day's proceedings (example: preparation and presentation of exhibits, distributing court dockets)
• preparing and presenting all court documents and ensuring accuracy and completion of same
• testing court audio and recording equipment prior, during court and after each recess
• setting up, troubleshooting and monitoring court video technology for appearances that requires video
• maintaining order and decorum in the courtroom (example: administering oaths and cautions, relaying orders of the court arranging adjournment dates)
• liaising with various court staff, stakeholders and judiciary to ensure proper case-flow
• ensuring all proceedings are recorded and annotated in accordance to legislative requirements, ministry guidelines and standards
• ensuring courtroom and court recordings are secure and safeguarded
• preparing and checking court documents for accuracy and completion as per legislated requirements and Rules of Procedure
• coordinating and managing the jury panel and all jury related duties

You will provide client support at the public counter and in the court office by:

• providing professional and respectful services to clients at all times
• determining nature and scope of client needs in relation to requirements of the court
• providing advice and guidance to clients in alliance with legislation, rules, procedures and policy
• ensuring accuracy and completion of all filings and that timelines are adhered to
• preparing and signing court documents under statutory authority of clerk of the court (example: warrants of committal, restraining orders, affidavits)
• accurately inputting, updating and listing court information and filings into manual or computerized systems to ensure most up-to-date information is available
• recording statistics and preparing system generated reports
• process filings, fees, restitution, fines and payments
• issuing invoices and writing correspondence
• assisting with exhibit management and managing current and archival files

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What you bring to the team

Mandatory requirements

• You have a valid Driver's Licence
• You have availability to work on weekends and statutory holidays
• You are able to travel to other court locations and in small aircraft

Communication and Client Service Skills:

• You have demonstrated knowledge of customer service principles and standards to consistently provide professional, responsive and accessible client service.
• You have demonstrated collaboration, team building and mentoring skills to provide leadership and guidance to peers and other staff.
• You have demonstrated professional and respectful behaviour (example: through verbal and written skills) to ensure a workplace free from bias, harassment and discrimination.
• You have demonstrated oral and written communication skills to write routine correspondence, liaise with internal and external stakeholders and clients to explain and clarify complex information (example: the Rules of Civil Procedure, guidelines, procedures, legislation).
• You have demonstrated public speaking skills to address small to large groups of individuals during courtroom proceedings.
• You have demonstrated a high degree of accuracy and attention to detail to prepare and review a variety of forms and legal documents.

Technical Proficiency:

• You have the ability to operate and troubleshoot digital devices (example: checking microphones for recording levels, audio problems related to in-court audio and recording equipment) and multi-functional devices (example: remote video technology, electronic evidence display equipment, assistive listening devices).
• You are proficient with computer software (example: Microsoft Office), operational and case management systems (example: ICON and FRANK), and the Internet to access and retrieve information.
• You have keyboarding skills to accurately prepare and complete documentation and to annotate court proceedings within tight deadlines.

Planning and Organizational Skills:

• You have flexibility and adaptability to accommodate constant shifts in focus and changing priorities.
• You have demonstrated organizational and prioritization skills using various methods (example: calendar, notes, bring forward files) to manage workload and respond to unforeseen demands.
• You can work independently and in a team environment.

Problem-Solving and Judgement Skills:

• You have demonstrated problem solving skills to identify, address and resolve clients' problems and concerns.
• You have demonstrated ability to interpret and assess situations or circumstances and make sound judgements to diffuse and de-escalate situations (example: angry clients at the counter or in the courtroom).

Specialized Knowledge:

• You have the ability to acquire and apply knowledge of courtroom procedures, practices and protocols.
• You have the ability to interpret and apply relevant legislative requirements, guidelines and directives (example: Criminal Code, Child and Family Services Act, Rules of Civil Procedure, lawyer's referral service).

Administrative and Mathematical Skills:

• You have demonstrated arithmetic skills to receive payments, calculate fees, collect and balance monies.
• You have the ability to operate a cash register and point of sale machine to handle cash and credit/debit card transactions.
• You have demonstrated experience performing administrative and clerical functions in order to manage active and archived files.

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Additional information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Talent Acquisition Branch (TAB), HR Service Delivery Division (HRSDD) to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• W-AG-157980/2020 - The information that you provide for the purpose of this competition and the results from this competition may be used to fill other positions These positions may be of various tenures including short-term assignments. Your information and the results from this competition will be retained for the purpose of filling vacancies in accordance with the applicable collective agreement or policy provisions.

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.